Job Title: Website Submission Specialist (Veeva PromoMats)
Location: Mettawa, IL 60045
Employment Type: Through end of year 2026 - Potential for FTE Conversion
Work Schedule & Requirements:
- Environment: Candidates must be within proximity to one of the listed sites to work a hybrid schedule or be available for onsite requirements as needed.
- FTE Conversion: In the event of conversion to a Full-Time Employee (FTE), the candidate must be able to maintain a regular hybrid presence.
Role Overview:
The Website Submission Specialist is a newly created, pilot role within the Web Process & Operating Models team. This position is designed to centralize the Veeva PromoMats submission process, acting as a critical bridge between Web Product Owners, Quality Control (QC), Project Managers, and the Authoring team.
The ideal candidate will not only manage the end-to-end submission of digital assets but will also have the unique opportunity to help build and standardize SOPs, intake workflows, and submission structures for the department.
Key Responsibilities:
- Veeva Submission Management: Lead the end-to-end submission of website promotional materials into Veeva PromoMats, ensuring 100% accuracy and compliance.
- Quality & Compliance: Manage accurate anchoring, version control, and reference tagging. Ensure all assets include correct ISI (Important Safety Information), claims, and formatting before review.
- Workflow Coordination: Complete content annotations and reference tagging in Workfront. Manage post-review updates and re-submissions.
- Process Development: As a new role, you will proactively help establish submission guidelines, SOPs, and departmental workflows.
- Cross-Functional Liaison: Act as the primary point of contact between the Core Web Team (AEM Authors) and the Regulatory/MLR review teams.
- System Documentation: Maintain documentation within AEM Cloud and Workfront to track submission readiness and process improvements.
Technical Qualifications:
- Veeva PromoMats (Must-have): Minimum 3 years of hands-on experience, specifically in submitting digital assets and managing claims/references.
- Regulated Industry Experience: Proven track record working within a highly regulated environment (e.g., Pharma, Biotech, or Life Sciences).
- System Proficiency: Familiarity with Workfront for project tracking and Adobe Experience Manager (AEM). Note: Hands-on AEM authoring is not required, but a functional understanding of the platform is essential.
- Submission Expertise: Deep understanding of what constitutes a "high-quality submission" for MLR (Medical/Legal/Regulatory) review.
Core Competencies:
- Attention to Detail: Extreme focus on accuracy; ability to spot formatting or reference errors that could impact compliance.
- Adaptability: Comfortable with ambiguity and eager to shape a role that is not yet fully structured.
- Communication: Excellent verbal and written skills to manage multiple stakeholders across different time zones.
- Stability: A consistent work history with a desire to remain hands-on in a process-driven role.
Education: Bachelor's Degree (Must-have)
Summary of Candidate Fit:
- Ideal Background: Candidates coming from MLR review, promotional review, or digital content submission backgrounds.
- Personality: Proactive, "process-builder" mindset, and comfortable in a hands-on, detail-heavy execution role.
- Red Flags: Lack of direct Veeva experience, inconsistent job-hopping, or candidates looking for a high-level strategic role rather than hands-on submission work.